Closing date for applications: June 07, 2019

The Office and HR support role holder will be the first point of contact for welcoming all callers and visitors to the BRC’s office in London Bridge as well as supporting the HR function with administrative duties. The role holder is expected to deliver a range of other support to the BRC alongside.

 

ABOUT THE BRC:

The BRC is the leading trade association for the UK retail industry.

Retail is an exciting, dynamic and diverse industry. It is a driving force in our economy, and the UK’s largest private sector employer. Retailers touch the lives of millions of people every day, supporting vibrant communities where they operate.

The industry is going through a period of unprecedented change as technology transforms how people shop, at the same time as business rates and other public policy costs are rising, threatening the existence of household names in the industry.

The BRC’s purpose is to make a positive difference to the industry and the customers it serves, today and in the future. This means ensuring that the industry thrives through this period of change and it is a positive reinvention.

role purpose:

The Office and HR support role holder will be the first point of contact for welcoming all callers and visitors to the BRC’s office in London Bridge as well as supporting the HR function with administrative duties. The role holder is expected to deliver a range of other support to the BRC alongside.

Reporting to the HR Advisor, the successful incumbent will be reliable, resourceful and fully focused on delivering a highly professional service to BRC staff and visitors at all times. As a proactive and efficient team player, he/she will feel comfortable liaising effectively and appropriately at all levels in an open plan office and managing multiple tasks.

The working hours for this role are 8.45am to 5.15pm, with one hour (unpaid) for lunch, Monday to Friday.

THE ROLE:

OFFICE & ADMINISTRATION SUPPORT

  • Meeting and greeting all visitors to the office in a polite, professional and friendly manner and promptly informing BRC colleagues of their arrival.
  • Handling all initial calls to the BRC switchboard and taking and distributing accurate telephone messages for staff.
  • Monitoring the reception inbox and forwarding email queries to other members of staff as appropriate.
  • Responsible for keeping the Reception Guide fully up to date in both hard and soft copy formats.
  • Periodically checking and ensuring that the reception area and meeting rooms are clean and tidy throughout the working day.
  • Re-stocking refreshments in the meet & greet area and meeting rooms, as necessary. Ordering goods as required.
  • Booking meeting rooms on behalf of BRC Members, following liaison with BRC colleagues.
  • Supporting others by ensuring that meeting rooms are set up appropriately in advance of planned meetings as necessary (moving tables, sourcing flipcharts, pens etc).
  • Sorting all incoming post into the appropriate departmental in-trays and distributing parcels.
  • Checking and signing for all deliveries received in the BRC London office.
  • Sorting and franking all outgoing post, bringing post down to ground floor reception for collection by 4:30pm.
  • Booking taxis, couriers and overnight delivery services when requested by colleagues, ensuring the most expedient and cost effectives options are considered.
  • Keeping the main stationery cupboard tidy at all times, undertaking a weekly stock take and ordering stationery and photocopy paper as appropriate.
  • Checking stationery invoices against orders.
  • Supporting the memberships team with a weekly CRM task – monitoring a list of press websites noting changes where individuals have been promoted or have moved companies ensuring details are updated on the CRM.
  • Assisting and supporting other BRC teams & colleagues as required with ad-hoc tasks, for example - administrative/database work, bulk mailings, powerpoint etc, when necessary.
  • Providing adhoc support for Corporate Affairs Director which includes arranging meetings and processing CA Directors expenses.
  • Providing cover and continuity for the IT / Facilities Coordinator, as necessary.
  • Writing updates /reminders in the weekly newsletter, Scoop.
  • Putting out the daily fruit.
  • Office Fire Warden (Training will be provided).
  • Putting away Monday morning Ocado delivery (fruit, milk etc)

HR TEAM ADMIN SUPPORT

  • Supporting with the ongoing HRIS project to explore its capabilities, researching and recording of project meeting notes, following up queries with PeopleHR team.
  • Updating HRIS system (PeopleHR) of contractual changes, adding new employees onto the HRIS and creating a profile for the new joiner.
  • Regularly monitoring the accuracy of data held and amending where appropriate.
  • Providing diary management for HR team (interview schedules, exit interviews, 1-to-1 meetings, HR events).
  • Liaising with finance to coordinate the sign-off process for HR and L&D related invoices.
  • Updating Organisation charts in Powerpoint, or other system as required.
  • Supporting recruitment activity by maintaining candidate information on an Excel tracker / HR database (or via the new HRIS once implemented).
  • Creating and updating HR supplier lists (e.g. benefits providers, recruitment agencies)
  • Coordinating and preparing new starter / induction process / probation reminders and probation confirmation packs.
  • Monitoring the HR Team and HR Admin email inboxes.
  • Dealing with incoming and outgoing reference requests.
  • Drafting letters relating to benefits, resignations, contract changes etc.
  • Filing confidential soft and hard copy HR docs.
  • Supporting with the coordination of internal training programs.
  • Administer and update accurate payroll data for monthly input by HLM (outsourced payroll provider).
  • Support with administration of employee benefits including annual leave, pension, private medical insurance, life assurance, childcare vouchers and cycle to work scheme.
  • Other Ad Hoc research & project work as required.

 

skills & knowledge: 

  • Highly trusted and reliable team player
  • Professional and courteous at all times 
  • Experience of handling confidential information such as employee / candidate data and an awareness of the Data Protection Act / GDPR
  • Proven organisation and administration skills
  • Punctual for work and self-disciplined in approach
  • An effective multi-tasker
  • Demonstrable interest in admin process improvements
  • Able to demonstrate excellent IT skills – Word, Powerpoint, Excel and Outlook
  • Previous experience of using an HR database and other HR admin support is desirable
  • An understanding of the full employee life cycle is desirable

BRC VALUES:

Our values represent the spirit and ethos of our business.  They drive actions and behaviours and encompass how we go about our engaging with each other:

WELCOMING - We are open, approachable, respectful and responsive.

COLLABORATIVE - We communicate openly and work together effectively with members and colleagues.

PASSIONATE - We are proud to represent the retail industry and consistently strive to improve.

VISIONARY - We look forward, adapt, and continually seek new opportunities and ideas.

TRUSTED - We constantly deliver value to our industry and make things happen in the right way. 

SALARY & PACKAGE:  

  • This is a fixed term contract, full time opportunity (37.5 hours per week), based at our head office in London Bridge. 
  • Competitive salary, plus attractive benefits package.

HOW TO APPLY: 

Please send your CV and covering letter, stating your current salary and notice period, to Jenna Coburn at email: hrteam@brc.org.uk. Or Jenna Coburn, HR department, BRC, 4th Floor, 2 London Bridge, London, SE1 9RA.

DEADLINE FOR APPLICATIONS: Friday 7th June, interviews to start w/c 10th June.

For external applicants: if you have not received any feedback within 14 days of your application, please assume that your application has been unsuccessful on this occasion. May we thank you for your interest and wish you every success in your ongoing job search.